🎯 Article Objective
This article presents the Waitlist, a feature that allows employees to express their interest in missions where all slots are fully booked.
🔐 Prerequisites
No configuration required: The waitlist is accessible by default
The feature only applies to initiatives with slots
🛠 Understanding how the waitlist works
The waitlist allows employees to register for alerts on fully booked initiatives. When a spot becomes available or a new slot is added, all registered employees receive an email simultaneously.
Spots are allocated on a first-come, first-served basis.
Major Change in the Initiative Catalog
Before: Fully booked initiatives disappeared from the catalog Now: Fully booked initiatives remain visible as long as there is at least one future slot, allowing employees to register on the waitlist
If all slots are past, the initiative no longer appears in the catalog
🔔 Employee Alerts
Employees can register for two types of alerts:
Slot-specific alert: triggered when the employee selects one or more specific slots.
Initiative-wide alert: triggered as soon as any new availability opens up on the initiative.
Learn more about slot-specific alerts
Learn more about slot-specific alerts
The volunteer can register for an alert from:
The Alert me button displayed on an initiative where all slots are fully booked;`
Find an action: alert available from the initiative thumbnail
Alert available from the initiative page
From the Select a date button on the initiative page (when at least one slot is available)
This alert is triggered in case of participant cancellation or additional spots. The email notification informs the employee of the slot's availability (Sign up button); the employee can disable the alert at any time from the link in this email (Manage my alerts link) or from their account.
Email notification received by the employee in the case of an alert on specific slot(s)
💡 Good to Know
The employee can activate an alert on one or more slots.
They can also register in the standard way while activating an alert from the same modal.
Learn more about initiative-wide alerts
Learn more about initiative-wide alerts
This alert is triggered as soon as a spot is available on the initiative (freed spot, added spot, or new slot). The email notification presents the list of available slots (View slots button); the employee can disable the alert at any time from the link in this email (Manage my alerts link) or from their account.
Email notification received by the employee in the case of an initiative-wide alert
If multiple changes are made simultaneously (e.g., 4 slots added + increased capacity on 2 slots), only one notification is sent consolidating all availabilities.
👥 Administrator View: Managing Registrations
A new Waitlist tab appears in the initiative management screen.
The badge displays the number of active alerts according to the following rule: an initiative-wide alert counts as 1, regardless of the number of slots, while a slot-specific alert counts as 1 alert per slot.
💡 Good to Know
Alerts are automatically reactivated when an initiative is republished (if the dates have not passed)
An employee can be registered on multiple waitlists for different initiatives simultaneously
If your company has defined a registration blocking period before an initiative starts (e.g., 48 hours), this also applies to the waitlist: it will no longer be possible to register or activate an alert during this period.
If no slots are available at the time of clicking, the volunteer is redirected to the initiative page with a "No spots available" message, while remaining registered on the waitlist with their alert active.